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Design Requisition Approvals

KEY TOPICS:

  • Submit a Requisition for Approval and Select Approvers
  • Approve a Submitted Requisition
  • View Approval Status and History

Related Topics:

If you are an Administrator:

Submit or Approve a Requisition as part of the Approval Process

If your organization requires approval for Requisitions before they are posted, an Approval Process will be made available to you in balanceTRAK. As a balanceTRAK user, you may participate in the Approval Process as:

  • The submitter (Requisition owner/creator)

OR

  • An approver (e.g., Human Resource director, hiring manager)

Dashboard and email notifications are used to support the submitter and the approver(s) during the Approval Process. Instructions pertaining to both roles are included below.

Submit a Requisition for Approval and Select Approvers

After a Requisition is added to the system, an Approval Process menu appears in the Review Requisition detail.

If you are not already in the detail view, select the Requisition's [Review] icon from the Requisitions list. Scroll down to the Approval Process menu; click on [Submit for Approval]. An approval process menu opens, identified by the Requisition number. Select a New process (with system permission only), or use an Existing one.

balanceTRAK users who meet thesethe following system permissions will be listed in the Available Approvers boxcolumn on the left-hand side:

  • Permission granted to approve Requisitions for posting.
  • User access granted under the Business Unit Code for the current Requisition.

Drag and drop one or more users from Available Approvers to Selected Approvers, the field on the right side. Reorder multiple Selected Approvers by dragging and dropping them above or below each other; this determines the order of approval.

To reuse the Approval Process, click the checkbox: Save this process for later use, and provide aa: Process Name.

Note: For information on how to make the Approval Process active in the Existing drop-down the next time a balanceTRAK user enters the Requisition, see: Make an Existing Approval Process Active/Inactive under Administrative Settings.

Click [Save] to initiate the process. An email will be sent to Selected Approvers in order, and the Approval Process menu will appear when the approver enters the Review Requisition detail.

If an approver rejects the Pending Requisition, the submitter can select [Resubmit] after making the necessary Requisition changes.

Approve a Submitted Requisition

As an approver, the user will receive an email notification, containing links for the following three approval responses:

  • I want to log in and view the requisition.
  • I want to approve this requisition without logging in.
  • I want to not approve this requisition without logging in.

OR

A message on an approver’s Dashboard will indicate Requisitions Needing Approval. The approver can access the Approval Process menu on the Review Requisition detail, containing a Comment field and the following buttons to:

  • Approve — Sends an email message to the submitter by email and moves the process on to the next Selected Approver.

After the last approver has approved the Requisition, balanceTRAK may automatically change the Requisition Status to reflect the approval. Typically, the next Status is Accepting Applications.

  • Not Approve — Sends an email message to the submitter and other Selected Approvers by email and:

A message in the Approval Process menu will state: The Requisition has NOT been approved. After making changes to the Requisition (based on Comments received), the submitter can click [Resubmit] to restart the Approval Process.

View Approval Status and History

Once submitted for approval, the status of a Requisition approval can be viewed on the Review Requisition screen under the Approval Process banner. The user name of the approver will be listed.

Both the submitter and the approver may view the Approval Process by clicking [View Process]. They may view the current approval history by choosing [View History]. Once all approvers have approved the requisition, the screen will list the approval date.